ZCS Connector for Outlook User Guide 8.6.0

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Transcript of ZCS Connector for Outlook User Guide 8.6.0

  • Zimbra Connector for Microsoft OutlookUser Guide

    ZCS 8.6

    December 2014

  • Legal Notices

    Copyright 2005-2014 Zimbra, Inc. All rights reserved. This product is protected by U.S. and international copyright and intellectual property laws. "Zimbra" is a registered trademark of Zimbra, Inc. in the United States and other jurisdictions.You may not alter or remove any trademark, copyright, or other notice from copies of the content. All other marks and names mentioned herein may be trademarks of their respective companies.

    Zimbra, Inc.3000 Internet Blvd., Suite 200Frisco, Texas 75034

    www.zimbra.com

    ZCS 8.6

    December 2014

  • Table of Contents

    1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Supported Versions of Microsoft Operating System . . . . . . . . . . . . . . . . 5Supported Versions of Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . 5

    2 Installing and Configuring ZCO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Preparing to Install ZCO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Installing ZCO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Creating a ZCO Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Creating Additional ZCO Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Advanced Profile Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Configuring Your ZCO Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Upgrading ZCO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Uninstalling ZCO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

    3 Synchronizing with the Zimbra Server . . . . . . . . . . . . . . . . . . . . . . . . . . 11What Information is Synchronized? . . . . . . . . . . . . . . . . . . . . . . . . . . . 11After Your Initial Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Synchronizing Your Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Resyncing GAL for Contact Group Support . . . . . . . . . . . . . . . . . . . . . 12

    4 Advanced ZCO Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Managing Mail Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

    Adding Other Accounts to Your Zimbra Profile . . . . . . . . . . . . . . . . 13Compacting Your ZDB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

    Outlook Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Personas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

    Add a Persona . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Select a Default Persona . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Sync Personas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Delete a Persona . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

    Using Zimbra Tags and Outlook Categories . . . . . . . . . . . . . . . . . . . . . 16Rules: Using Filters to Manage Email Messages . . . . . . . . . . . . . . . . . 16

    Create a New Email Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Edit an Email Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Delete an Email Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

    Sharing Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Create Internal, External, and Public Shares . . . . . . . . . . . . . . . . . . 18Assign Roles and Access Privileges . . . . . . . . . . . . . . . . . . . . . . . . 19Share Multiple Folders Using Parent Permissions . . . . . . . . . . . . . . 19Share a Folder with Another Zimbra User . . . . . . . . . . . . . . . . . . . . 19Share a Folder with an External User . . . . . . . . . . . . . . . . . . . . . . . 20Create a Public Share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Change or Revoke Shared Access . . . . . . . . . . . . . . . . . . . . . . . . . 21Accept or Decline a Share . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Open a Shared Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Zimbra Collaboration Server ZCO 8.6 iii

  • Zimbra Connector for Microsoft Outlook - User GuideShare Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Allowing Others to Send Emails on Your Behalf . . . . . . . . . . . . . . . . . . 23

    Forwarding Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Creating an Out-of-Office Email Message . . . . . . . . . . . . . . . . . . . . . . 23Viewing Mail Storage Quota . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

    Regain Storage Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Working Offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Showing Zimbra Progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Synchronizing the Global Address List . . . . . . . . . . . . . . . . . . . . . . . . . 25Error Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Support Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Check for Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26About Zimbra . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 iv ZCO 8.6 Zimbra Collaboration Server

  • 1 IntroductionThe Zimbra Connector for Outlook (ZCO) provides real time, two-way synchronization of email messages, folders, tags, address books, tasks, and calendaring between Outlook and your Zimbra account.

    ZCO stores a copy of your account data on your computer in a database called a ZDB. This allows you to work with your data even when you are not connected to the Zimbra server.

    This guide covers installation, configuration, synchronization and other features of ZCO.

    Note: With Outlook 2010 and 2013, ZCO functionality is accessed from the Zimbra ribbon on the main Outlook window. For older Outlook versions ZCO functionality is generally accessed from the Outlook menus.

    Supported Versions of Microsoft Operating System

    ZCO supports Microsoft Operating Systems: Windows 8, Windows 7, Vista and Windows XP with required updates.

    Important: Windows XP is deprecated. The 8.x series of Zimbra Collaboration is the last release to support Microsoft Outlook 2003 and Microsoft Windows XP.

    Supported Versions of Microsoft OutlookZCO supports the following versions of Microsoft Outlook:

    Important: If Outlook is upgraded, ZCO must be uninstalled and reinstalled. This is particularly important following an upgrade to OL2013, as ZCO needs to be installed to a different location on the client computer.

    Outlook 2013: 32-bit and 64-bit editions of Microsoft Office are supported.

    Outlook 2010: 32-bit and 64-bit editions of Microsoft Office are supported.

    Note: Click to run versions of Outlook 2010 are not supported.Zimbra Collaboration Server ZCO 8.6 5

  • Zimbra Connector for Microsoft Outlook - User Guide Outlook 2007: Client computers must have Microsoft Office Outlook 2007 SP2 or later installed.

    Outlook 2003: Client computers must have Microsoft Office Outlook 2003 SP3 or later installed. Important: Outlook 2003 is deprecated: The 8.x series of Zimbra Collaboration is the last release to support Microsoft Outlook 2003 and Microsoft Windows XP. 6 ZCO 8.6 Zimbra Collaboration Server

  • 2 Installing and Configuring ZCOThis chapter provides information about how to install and configure ZCO, including:

    Preparing to Install ZCO

    Installing ZCO

    Creating a ZCO Profile

    Creating Additional ZCO Profiles

    Advanced Profile Settings

    Configuring Your ZCO Profile

    Upgrading ZCO

    Uninstalling ZCO

    Preparing to Install ZCO If you are running an anti-virus software, the initial sync might be very slow.

    To speed up the process, turn off this option before installing ZCO and your initial synchronization.

    You must have administrative privileges on your computer to install ZCO. If you do not, you can obtain administrative privileges temporarily from your system administrator.

    Before you begin to install ZCO, make sure you know the following information. This information is used to create an Outlook mail (MAPI) profile for ZCO to allow ZCO to connect to your Zimbra Server Account.

    The Zimbra server host name Whether the server requires a secure connection Your Zimbra email address Your Zimbra account password

    Installing ZCOTo install ZCO, you must download the ZCO .msi installation file to your computer. The ZCO .msi installation file can be obtained from https:///downloads/index.html or from your system administrator. The installer walks you through the process of installing ZCO. Zimbra Collaboration Server ZCO 8.6 7

    https:///downloads/index.htmlhttps:///downloads/index.html

  • Zimbra Connector for Microsoft Outlook - User Guide1. If Outlook is open, close it.

    2. Double-click the ZCO .msi installation file on your computer.